Business Support Administrator

Integrated Care System; Sheffield; On-site; GBP 22,000 - 28,000; Full time

Job summary

An Integrated Care System is seeking a detail-oriented Business Support Administrator to join The Valleys Medical Partnership based in Sheffield. This role involves various administrative functions supporting the management team, including diary management, HR processes, and preparation of reports. Ideal candidates will possess excellent organizational skills, strong IT knowledge, and a flexible approach to work, contributing to a supportive team dedicated to delivering high-quality care.

Benefits

Supportive team environment

Opportunities for professional development

Qualifications

• Experience of providing high-level administrative support.
• Experience of diary management and coordinating meetings.
• Ability to handle confidential information with discretion.

Responsibilities

• Managing diaries for the Business Manager, Operations Manager, and Finance Manager.
• Supporting recruitment, onboarding and absence tracking.
• Helping coordinate internal communications and meetings.

Skills

Organisational skills

IT skills

Communication skills

Education

GCSE level including English and Maths

Tools

Microsoft Office

Job description

Are you highly organised, confident withIT, and looking for a varied role where you can really make a difference?

We are looking for a proactiveand detail-focused BusinessSupport Administrator to join ourmanagement Team at The Valleys Medical Partnership. Based at Gosforth Valley, you'll be at theheart of the practice, supporting our Business Manager, Operations Manager, andour Finance Manager across a wide range of functions from diary coordination andHR processes to information systems and student placements.

We are looking for someone with:

• Excellentorganisational skills and attention to detail
• Strong IT knowledge (includingskills in Word, Excel and PowerPoint)
• Great communicationskills
• The ability to workindependently and handle sensitive information
• A flexible, friendly and professional approach

This role is ideal for someonewho enjoys working independently, thrives on variety, and is passionate aboutsupporting a busy team to deliver excellent care.

Job summary

Are you highly organised, confident withIT, and looking for a varied role where you can really make a difference?

We are looking for a proactiveand detail-focused BusinessSupport Administrator to join ourmanagement Team at The Valleys Medical Partnership. Based at Gosforth Valley, you'll be at theheart of the practice, supporting our Business Manager, Operations Manager, andour Finance Manager across a wide range of functions from diary coordination andHR processes to information systems and student placements.

We are looking for someone with:

• Excellentorganisational skills and attention to detail
• Strong IT knowledge (includingskills in Word, Excel and PowerPoint)
• Great communicationskills
• The ability to workindependently and handle sensitive information
• A flexible, friendly and professional approach

This role is ideal for someonewho enjoys working independently, thrives on variety, and is passionate aboutsupporting a busy team to deliver excellent care.

Ifyou're looking to join a supportive team, enjoy a busy and rewarding role, anddevelop your career, we'd love to hear from you!

Main duties of the job

As Business SupportAdministrator you will be:

• Managing diaries,documents, rotas and systems.
• Supportingrecruitment, onboarding and absence tracking.
• Helping co-ordinateinternal communications and meetings.
• Acting as a keycontact for students and trainees.
• Creating reports,presentations, social media posts and more.
• Organising events.
• Supporting complianceand governance activities.

Experience inhealthcare would be an advantage, but not essential, as long as you have theright attitude, skillset and a willingness to learn.

About us

The Valleys Medical Partnership is a successfulPartnership with 6 GP Partners and one Pharmacist Partner. We have a practice population ofapproximately 12,400 and are based across two sites: Moss Valley MedicalPractice in Eckington, and Gosforth Valley Medical Practice at Dronfield.

Were a patient-focused,CQC-rated Good practice with a strong track record of high QOF achievement.As a proud training practice and Level 3 Research Practice, were committed toinnovation and welcome fresh ideas that enhance the care of our patients.

We are collaborativeand take every opportunity to celebrate success, including through our monthlypractice meetings with team lunch, and bi-annual paid-for team socialevents. We are welcoming, supportive andstrive to put our team's wellbeing at the heart of all we do.

Job description

Job responsibilities

Job Summary

As Business SupportAdministrator, you'll provide high-quality administrative and coordinationsupport to our Management Team.

Working closely with the Practice Business Manager,Operations Manager, and Finance Manager, you will help to ensure the smoothrunning of the organisation. Frommanaging information systems and coordinating meetings, to handling HRprocesses and supporting trainees this role is central to keeping thingsmoving behind the scenes.

This varied role provides scope to take ownership of tasks and contributeto the development of efficient systems and processes.

Key Tasks: Management Information Systems

Manage the Partnership's 'TeamNet' System:

• Set up anddeactivate user accounts.
• Upload keydocumentation such as policies, HR information, bulletins, and notices.
• Maintain anddevelop topic pages.
• Trackcompliance checks and report discrepancies.
• Keep thePartnership-wide diary up to date.
• Monitor training logs and highlight outstanding requirements

Key Tasks: Document Production and Communication

Produce and contribute toa wide range of materials, including:

• PowerPoint presentations, spreadsheets,reports, and formal letters.
• Meeting agendas, minutes, and actionlogs.
• Website and social media posts.
• Leaflets, posters, and other promotionalmaterial.
• Internalcommunications such as policies and standard operating procedures.

Key Tasks: Systems Administration

Support the oversight ofIT systems and access:

• Regularly audit staff lists and useraccess rights (including third parties).
• Maintain accurate work patterns andupdate rotas with the Operations Manager.
• Remove access for leavers and managethird-party user permissions.
• Produce and circulateweekly room rotas for both sites.

Key Tasks: HR Administration

Provide administrativesupport for key HR activities:

• Coordinatejob adverts, applications, and interviews.
• Manageonboarding documentation in line with the new starter process.
• OrganiseDisclosure and Barring Service (DBS) checks.
• Reviewand approve leave requests (within guidelines).
• Actas the first point of contact for absence reporting, coordinating clinic coveras needed.
• Ensurereturn-to-work meetings are scheduled and documented.
• Managethe leavers process and organise exit meetings.
• Monitor appraisalcompletion and maintain accurate records.

Key Tasks: Trainee and Student Coordination

Help deliver ahigh-quality experience for trainees and students:

• Liaise with trainees before, during, andafter placements.
• Coordinate with external organisationsregarding intake.
• Set up system access and manage leaveand absence processes.
• Assist with planning inductionprogrammes, tutorial schedules, and timetables.
• Act as the main pointof contact for administrative and pastoral support.

Key Tasks: General Support to the Management Team

Provide general supportto ensure effective operations:

• Manage diaries for the Business Manager,Operations Manager, and Finance Manager.
• Coordinate internal meetings, circulateagendas, and record actions.
• Respond to queries on behalf of themanagement team as appropriate.
• Support wider practice activities (e.g.vaccination clinics, staff events).
• Undertake delegated tasks thatcontribute to the smooth running and strategic development of the Partnership.
• Assisting managers with the delivery ofspecific projects and responsibilities within their individual roles.
• Carrying out general administrativetasks such as filing, data inputting, answering the telephone, photocopying,and liaising with patients where appropriate.

Person Specification

Other

Essential

• Interest in the work.
• Willing to comply with dress code/uniform requirements.
• Able to work flexible hours if needed.
• Aligned with the vision and values of the practice.

Skills and Abilities

Essential

• Excellent organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and use initiative.
• Strong IT skills, including proficiency with Microsoft Office.
• Ability to handle confidential information with discretion.
• Flexible approach and ability to adapt to changing priorities.
• Ability to build positive relationships with colleagues and stakeholders.

Experience

Essential

• Experience of providing high-level administrative support.
• Experience of diary management and coordinating meetings.
• Experience working independently and managing competing priorities.

Desirable

• Experience working in a healthcare or public sector environment.
• Experience of supporting HR processes or recruitment.
• Experience with data entry, report writing and/or maintaining online systems.
• Experience liaising directly with patients or members of the public.
• Experience supporting managers with projects or specific workstreams.
• Experience of managing rotas.

Qualifications

Essential

• Good general education (GCSE level or equivalent, including English and Maths to a minimum of a Grade 4).

Desirable

• Relevant administrative or business support qualifications.
• Training in Microsoft Office or equivalent IT systems.

Personal Qualities

Essential

• Reliable and professional.
• Approachable and a team player.
• Proactive and solution focused.
• Committed to continuous improvement and learning.
• Experience in general administrative duties such as filing, data inputting, answering telephones, and photocopying.
• Ability to carry out a variety of administrative and clerical tasks accurately and efficiently.
• Good sense of humour.
• Resilient.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Valleys Medical Partnership

Address

Gosforth Valley Medical Centre

Gorsey Brigg

Dronfield Woodhouse

Dronfield

Derbyshire

S18 8UE

Employer's website

https://www.thevalleysmedicalpartnership.nhs.uk/index.aspx (Opens in a new tab)